16 Note Approval Automation

Note Approval Automation Overview

Note Approval Automation is the first in a series of courses designed to bring your organization greater efficiency on various levels. The 3 courses included in the Automation and Efficiency series are as follows:

1. Note Approval Automation
2. Time Records Automation
3. Timesheets Automation

Each automation process is optional and can run independent of one another or in conjunction with one another, depending on your needs. This course will focus on the configuration points for enabling Note Approval Automation.

Automatic Note Approval: Security

Automatic Note Approval is a service specific setting that offers the ability to bypass the supervisor signature/approval of notes. This is best utilized when the supervisor is also the note-writer and/or when the supervisor signature is not required on the note.

Configure the role that will control the enabling/disabling of the feature:

1. Configure>Security>Configure Roles.
2. Select the desired role that will control the enabling/disabling of this feature and click on the Desktop Security tab.
3. Expand Services; check Auto Approve Notes

Helpful Hint: Log-out/back in to see applied role changes.

Automatic Note Approval: Service Configuration

Enable auto-note approval per Service:

1. Billing > Services > Note Configuration.

2. Select a service.
3. Check “Auto Approve Notes for this Service.”

• Note: All notes for the service this is enabled for, once signed, will auto-approve for both billing and payroll. This rule is mutually exclusive with ‘Include Supervisor Signature of Note DMS Document’ check box, also on the Note Configuration form. If the supervisor signature is required on the note, then the auto-approval cannot be turned on.

Automatic Note Approval Details

Once note approval automation has been enabled for a particular service and the role of the note writer for the corresponding service properly configured, the system will automatically approve those service notes.

Once notes are signed by the caregiver, the system will automatically approve the notes for billing and payroll with generic time-stamp information as described below:

History tab of any auto-approved notes will have an audit log entry of “Auto Note approved for billing on 00/00/1900 08:00AM. Auto Note approved for payroll on 00/00/1900 08:00AM.”

Automatic Note Approval: Employee Override

Notes Automation can be overridden at the employee level.

1. Employees > Select Employee Record > Demographics Tab.
2. Check the “Turn off Auto Note Approval” checkbox.

• Note: With this checked, all notes for that employee must still be approved by a supervisor/super-user.